Working with documents
The structure app is the only app that gives you access to document and binder folders. Binder folders contain a collection of items.
Document folders are shown with a gray icon, if the folder has documents it will be dark gray and if it’s empty it will be shown with a light gray color.
Let’s open a document folder.
Click on the upload button in the action menu to upload a new document. The dialog will ask you to select one or multiple documents you wish to upload. You can drag and drop the documents directly from your local machine to the upload dialog or manually select them.
Once the documents have been added, the dialog will show the upload progress with a blue progress bar and ask for an optional description and a document status. In case you see more fields popping up it means the administrator has set up metadata for this folder.
Metadata is a great way to add more detailed information to a document in order to easily search, filter and group documents.
If you want to add the same values for all the documents, simply click the “apply to underlying documents” icon to set the values.
Hit the upload button to add your documents to the folder.
If you need to upload a huge set of documents at once, you can use our transfer tool.
Once a document is uploaded and our online viewer supports the document format, Bricsys 24/7 will undertake multiple actions to make the document viewable online.
- Document Inspector
The top right of the table contains the document inspector column. It gives you a quick overview of some of the details of a document.
Is the document added to a binder How many revisions were made How many annotations were added How many notes were added How many workflows were attached How many times has this document been shared How many other documents are linked to this document
If you hover over the fields in the document inspector, more information will appear. If you click this information, you will jump immediately to the linked information.Note: Sometimes there is a colored line underneath the number of workflows:
- green means that the workflow is finished
- red means that there is a task assigned to you
- no line means that the workflow is busy but you are not assigned to a task
- Column selector
If you want to hide columns or show extra metadata columns in case the folder has metadata, you can click the “...” icon on the top right and click the columns you want to show or hide.
On the top right you can switch to thumbnail view, this gives you a visual overview of the documents in the folder.
By clicking on the document name you open the document details dialog. This dialog contains all the information of a document.
The tabs on top of the dialog group the information by category.
Contains the same information as the columns in the document app as well as the locations where the document is displayed: folder and binders and if the document has been shared publicly.
Click on the preview on the right to view the document in our online viewer.
The process from draft to delivered document is saved by revisions. Each revision has a status and description to indicate its process.
This section contains all the revisions a document has. There is no limit on the number of revisions. The administrator decides how revisions are displayed:
Revisions can have a major and minor version. This is decided by the administrator of the project. This way a revision could be "A.1" instead of just "1".
Click on a revision to view the details of the revision on the right.
Hover over a revision to
- Print to PDF
- Delete (only if you have delete access on the document and the project administrator allowed the deletion of revisions)
Clicking on a specific revision will filter the communication and attachments in the corresponding tabs to the selected revision.
View all the communication concerning this document, easily filter on the type of communication and revision.
View the workflows that are active, finished or canceled. If a workflow has active tasks and you are assigned to a task, you can respond to the task from here.
View all the items that are linked to this document and the items the document is part of.
Take a look at the history of this document.
The menu on the top will show you which actions you can perform in this document folder. This is set by the administrator of the project.
Some actions are based on selections only. If the folder has documents you can hover over a document and see the actions available on that document.
When you delete a document it will be stored in the recycle bin. Only the administrator can access the recycle bin and delete it definitively or restore it to the original document folder.
You can't delete a document and upload a document with the same name because the deleted document is stored in the recycle bin.
- Attach document
Gives you the opportunity to manually upload a new document from you local machine and attach it to the document directly or link the document to another document in your project.
When linking to another document on the project the advanced options let you choose wether you want to link a specific revision to a specific revision. By default the documents are always linked to the last version of each document.
Once the document is linked you can see it in the document inspector and in the details of the document. If it is linked to another document, you will see the link in the other document as well.
When uploading dwg files from within BricsCAD or AutoCAD with our Bricsys 24/7 connect plugin, xrefs will be linked automatically for you.
- Public share
Share documents with people who aren't part of the project by creating a unique URL and send it to them. Everyone with this link can open the document in the viewer without them having to log in on the project.Note: You can always turn off the share by toggling the public share slider on the top right. After you turned off the sharing, the URL link will no longer work.
Watch out: If you re-share by doing the same action, another URL will be generated, different from the old UR you generated the first time.
With the transfer tool, available for Windows and Mac, you can easily upload hundreds of documents and folders to Bricsys 24/7.
As an admin, it’s also a great tool to set up a project structure in a couple of clicks.